How do I register/create ACORN toolkit accounts?

An office administrator (level 2 or 3 user) can register their staff with ACORN Toolkit accounts by following the steps below. The Center for Clinical Informatics can also register your staff if you provide them with the information in step 4 for each staff member. Contact your account manager or datacenter@clinical-informatics.com for that service.

Registering/ Creating ACORN Toolkit Accounts

Log in to the ACORN Toolkit: www.cci-acorn.org

Under the ADMIN tab, choose ADD/EDIT USERS

Click the link ADD NEW USERS

Enter information in all required fields – user name, access level, name, ID number, e-mail address, and password (for accessing the toolkit). Other information can be helpful for record keeping, but is not required.

Who Needs ACORN Toolkit accounts?

Anyone who will print forms or view data in the toolkit will need an ACORN Toolkit account. This typically includes clinicians, administrative staff/ front desk staff, and office administrators or managers.

How do I create clinician and client ID numbers?

Clinician ID numbers are often created by using an existing number such as a NPI, though a new number can be created instead. ID numbers should be comprised of numerals only but can be any length. The toolkit will not show leading zeros in a number, so it’s easiest to begin the ID with a number other than zero.

Client ID numbers can also be an existing number associated with the client, such as a number from an electronic medical records system. Otherwise you can create new ID numbers following the same rules as above. However, to protect patient privacy these numbers should not be identifying in any way. Avoid birthdates or social security numbers, for example.

How do I Register Clients?

Clients are registered by filling out a Client Registration form for each client. This type of registration is only to provide additional information for tracking them in the ACORN Toolkit, it does not allow clients to use the toolkit themselves.

Accessing Client Registration Forms

Log in to the ACORN Toolkit: www.cci-acorn.org

Under the ADMIN tab choose CLIENT REGISTRATION

Select the form from the drop down menu if necessary and click SUBMIT

Fill out form, and click SUBMIT. It will be submitted electronically.

How Do I Assign Access Levels?

Below are the access levels as they appear in the ACORN Toolkit ADD/EDIT USERS page with more detailed explanations below to help you assign them appropriately. Access to ACORN Toolkit information decreases as the numbers increase. It is typical for an organization to have a couple of level 2 and 3 users and many level 5 and possibly level 6 users. The Center for Clinical Informatics can also do this step for you. Contact you account manager or datacenter@clinical-informatics.com.

ACORN Toolkit Access Levels & Descriptions

Application Administrator –access to all data Center for Clinical Informatics technicians who manage the toolkit and all data

Organization Administrator – access to all cases for a single organization Organization directors can view data for all clinicians and clients in their organization and administrative staff can print forms for multiple clinicians

Site Administrator – access to all cases for a specific site or sites within and organization If your organization has multiple locations, sites, or teams, the administrator of those locations/sites/teams can view data for all clinicians and clients within it

Single Site User – access to personal/group data only for a single site Clinicians can view data from their clients only for one location and/or group

Multi-Site User – access to personal/group data only, but may belong to multiple orgs/sites Clinicians can view data from their clients only but for multiple locations or groups they practice within

FORM QUESTIONS

What is this particular form used for? What is the difference between this form and that form? Why is this question on that form?

For questions regarding general use of forms, differences between forms, or specific questions within a form, speak with your Center for Clinical Informatics (CCI) account manager or e-mail datacenter@clinical-informatics.com. S/he may answer your question or connect you with Jeb Brown, the CCI Director, for further explanation.

What is the age range for adolescents and children? What is the difference between the two forms?

The child age range is typically up to 12 years old and the adolescent age range from 13-17 years old. Both child and adolescent forms produce very similar results, each form simply caters to the general maturity level of the different age ranges. Age range and deciding which form to use is therefore largely based on the clinician’s discretion, often based on factors such as maturity and the nature of the problem.

Can we re-word a question on a form? Add or take out a question on a form? Can you translate a form to another language?

Yes, changes to ACORN forms can be made, typically for a fee. The exception is often (but not always) forms in other languages because many are already translated due to high demand. Speak to your account manager about this or e-mail datacenter@clinical-informatics.com.

Is session number important?

The session number is not mandatory but helpful to track when assessments begin. Since change is most rapid during the first 3 sessions for most clients, knowing if the assessments began with session 1 or at a later session can help us better analyze the data.

I’m concerned questions are too simple for long term and/or high functioning clients.

The ACORN questionnaires are written at a 4th grade reading level for accessibility to a wide range of clients. If some questions seem too simple for some clients, rest assured all questionnaire items have been tested on a broad range of client populations and are effective across the board. More generally, our research on client’s views and attitudes towards the questionnaires reveal they find them valuable provided they feel their clinician also values them. Given this research, the best way to ensure your clients comfort and enthusiasm for the questionnaires is for staff and clinicians to initiate open and encouraging conversations with clients about their usefulness.

Clinicians are worried clients won’t fill out alliance questions, or won’t be honest.

The alliance questions are importance because clients who fill them out are more likely to show improvement in treatment. Even slightly negative answers, which they typically are, can be indicators of larger issues or even plans of terminating treatment, and should be discussed. Our research shows client willingness to answer alliance questions and answer them honestly is often directly related to staff enthusiasm and investment in the importance of them themselves. Staff and clinicians can communicate this by having open and encouraging conversations with clients about the usefulness of alliance questions and with small gestures such as thanking clients for filling them out.

What should we do if patients refuse to complete the survey?

If a patient does not wish to complete the survey, submitting a blank survey or some other indication they did not fill it out is not necessary. It would however be helpful to have a positive, encouraging conversation explaining why the surveys are important. Our research reveals clinician and staff enthusiasm for survey use strongly influences client willingness to use and value them themselves.

How do clients properly fill out ACORN forms?

It is important to speak to clients about properly filling out forms because it greatly improves form processing speed and accuracy. All bubbles should be darkened circles; marking an X or single line through the bubble will not always be recognized. Only one bubble per question should be filled out. Only existing bubbles should be marked; creating new bubbles between existing ones will not be recognized or will be counted as the more severe answer. Unanswered questions should be left completely blank; drawing a large X or line through unanswered questions could result in a bubble being marked.

TOOLKIT ISSUES

Can a form be added or deleted from my toolkit?

Yes, staff at the Center for Clinical Informatics (CCI) can add or remove forms from your toolkit. They can also provide you with examples of different forms for you to choose from. Contact your CCI account manager or datacenter@clinical-informatics.com to request this service.

I can’t log into the ACORN Toolkit. I don’t know my user name or password.

Before contacting The Center for Clinical Informatics double check you are logging into the correct website. Often the ACORN Wiki website is mistaken for the ACORN Toolkit website. The ACORN Wiki is an informational and support page you may find useful, but to access the toolkit you need the ACORN Toolkit website. For other log-in issues contact your CCI account manager or e-mail datacenter@clinical-informatics.com.

I can’t access my administrative tools in the toolkit.

If you suddenly lose access to your administrative tools, your access level was most likely changed somehow. Someone in your organization with administrative abilities (a level 2 or 3 user) can change it back by editing your account information in the ADD/EDIT USERS page under the ADMIN tab in the ACORN Toolkit. You can also contact your Center for Clinical Informatics account manager or datacenter@clinical-informatics.com to adjust your access level or investigate other possible causes.

While in the PRINT FORMS page double check you have selected the correct organization, site, and language fields (if you have multiple options), or try setting the language field to ALL. If these tips don’t resolve the problem contact your Center for Clinical Informatics account manager or datacenter@clinical-informatics.com.

--+PRINTING AND FAXING FORMS

How do I print forms?

Whether printing is done by clinicians or administrative staff we recommend printing many forms in advance, enough for a weeks’ worth of appointments for example. Print all forms from the ACORN Toolkit, opposed to printing one and photocopying the rest (photocopied forms are difficult for our system to read). Printing and faxing print-out instructions are available from the Center for Clinical Informatics as well. Ask your account manager or datacenter@clinical-informatics.com.

What number do I fax questionnaires to?

The fax number for your ACORN questionnaire is located at the bottom of the form. If in doubt you can also fax to 877-675-7421.

Can we pre-populate forms with clinician ID numbers? The date? Client ID number?

We recommend pre-populating the forms with as much information as possible as it helps our processing systems read forms most effectively, compared to hand writing the information. On the PRINT FORMS page under the HOME tab you can (and in some cases must) enter the following information to print a form: Organization, Location/Site, Clinician ID, Client ID, Language, and Form Template. You cannot pre-populate the date on print forms, but it will automatically on online forms.

Can we submit forms before registering clients?

Yes, you can submit forms before registering clients. Once a Client Registration form is submitted for a client the toolkit will be able to organize data retrieved from all of their forms, past and present. Remember this type of registration is only to track specific information on clients, it does not give them access to the ACORN Toolkit as with clinicians and staff.

Do you have ACORN printing and faxing instructions we can give to our staff?

Yes, we have a Printing and Faxing ACORN Forms print-out available. Request it from your Center for Clinical Informatics account manager or datacenter@clinical-informatics.com.

What is the difference between the ACORN toolkit website and the ACORN Wiki (psychoutcomes.org) website?

The ACORN Wiki website is an information and support site for individuals and organizations using outcomes informed care. It provides links to payer specific information, outcomes measurement methodology, an online questionnaire manual, instructional videos, etc.

ACORN Wiki Website

Information and support site for individuals and organizations using outcomes informed care. It provides links to payer specific information, outcomes measurement methodology, an online questionnaire manual, instructional videos, etc. This is not the ACORN Toolkit.